Data Processing Agreement
Last updated 27 September 2026
This page sets out how we process personal data on your behalf. It supplements the Terms of Service and the Privacy Policy.
1. Parties and roles
This agreement is between you (the “Customer”) and ACCER INFORMATION TECHNOLOGY LIMITED, trading as RentCap.ie, a private company limited by shares incorporated in Ireland under registration number 804260, with its registered office at 6 Fern Road, Sandyford, Dublin, D18 FP98, Ireland (the “Provider”, “we”, “us”).
When you use the subscription service to manage properties and tenancies, you are the data controller for your tenants’ personal data and we are your data processor. We process that data only on your documented instructions, which are the actions you take in the product.
For the free one-off notice generator on the home page we are not a processor of tenant data at all, because none of it is stored: the details are held in memory only for as long as it takes to render your PDF.
2. What we process, and why
Categories of data subject: your tenants, and the people in your organisation who use the service.
Categories of personal data: tenant names, dwelling addresses and Eircodes, RTB registration numbers, rent amounts and dates, and the email addresses of your own users.
Purpose: producing rent review notices and telling you when a rent may lawfully be reviewed. We do not use your tenants’ data for anything else, and we never use it to train models.
3. Security measures
Tenant names, dwelling addresses, Eircodes and RTB registration numbers are encrypted with AES-256-GCM before they are written to the database, using a key that is held in the application's configuration and is never written to the database. Anyone who obtained a copy of the database alone could not read those fields; someone with administrative access to the server itself could. The underlying disk is not separately encrypted by our hosting provider, so this field-level encryption — not the disk — is what protects those values.
Every tenant-scoped table is protected by PostgreSQL row level security. The application connects with a role that is subject to those policies, so a bug in our code cannot return another organisation’s rows.
Access within your organisation is governed by roles (owner, manager, viewer). Every significant action is recorded in an audit trail that deliberately contains no personal data — only identifiers and counts.
4. Sub-processors
We use the sub-processors listed below. We will tell you before adding a new one that can access personal data. Every one of them that can see personal data is established in the EU.
Cloudflare appears in the list because it answers DNS queries for the domain. It is not a proxy and it is not in the path of your requests: traffic goes from the browser straight to our server in Germany, so Cloudflare sees neither your data nor your tenants’.
| Sub-processor | Purpose | Location | What it can see |
|---|---|---|---|
| Hetzner Online GmbH | Hosting of the application and database | Germany (EU) | All data we store. The sensitive fields listed in our privacy policy are encrypted by us before they are written, with a key that is not stored in the database, so a copy of the database does not reveal them. Everything else — your account email address, your organisation name, rent amounts and dates — is held in readable form. |
| Cloudflare, Inc. | Authoritative DNS for the domain | United States (DNS only — no visitor data reaches it) | Nothing about you. It answers the question “which server hosts this domain”, which is asked by your internet provider’s resolver rather than by you. Your requests go straight to our server in Germany without passing through it. |
| Brevo (Sendinblue SAS) | Transactional email: sign-in links, rent review alerts, document delivery, and messages sent through the contact form | France (EU) | Recipient email addresses and the contents of the emails we send. Where you ask us to email a notice, that attachment contains tenant names and the property address. Messages sent through the contact form pass through it on the way to our inbox. |
| Central Statistics Office | Source of the Consumer Price Index used in the rent cap calculation | Ireland | Nothing. We fetch the published index on a schedule; the CSO never sees a request tied to you. |
5. Your rights and your tenants’ rights
You can export your data at any time and you can erase a tenancy’s personal data with the “Erase tenant personal data” action, which permanently removes the encrypted fields while keeping the rent amounts and dates you need for your own records. The erasure is irreversible and is recorded in the audit trail.
If a tenant contacts us directly, we will refer them to you, because you are the controller.
On termination we delete your data within 30 days, except where we are legally required to keep accounting records of payments.
6. Breach notification
If we become aware of a personal data breach affecting your data we will notify you without undue delay and in any case within 48 hours, with the information you need to meet your own 72-hour obligation to the Data Protection Commission.
7. Location of processing
All processing takes place within the European Union. Your data is stored in Germany, on servers operated by Hetzner. Our email provider is in France. We do not transfer your tenants’ personal data outside the EEA.
Requests reach those servers directly, without an intermediary that decrypts them along the way. That is a deliberate choice: anything placed in front of the site to handle the encrypted connection would see the personal data in transit, and such services generally operate on networks extending outside the EEA.